How do reimbursements get into Payroo?
Vergo pays the employee back directly, and the record stays reconciled with Payroo: the reimbursement is captured, coded and approved in Vergo, paid out, and kept as a clean per-employee record — nothing is keyed into a pay run by hand. Where a payroll API documents a reimbursement write, Vergo uses it; we have not seen one in Payroo's developer documentation, so this page does not claim it. Direct payment is the honest path — and it is also the faster one, because nobody waits for the next pay run. The spec lives on the Payroo integration page.
What does the employee actually do?
Employees handle everything by text message — no app to download, no portal login — and Vergo chases missing receipts itself instead of waiting for a report. The whole flow, from the employee's side:
- Spend your own money and text Vergo a photo of the receipt.
- Vergo reads the receipt line by line and proposes the coding from what was actually bought.
- Anything missing — a receipt, a detail — Vergo chases by text itself.
- Approval runs the way the business already controls spend.
- Vergo pays the approved amount back directly, reconciled against Payroo.
Is the coding AI or rules?
Rules engines file what matches a pattern and queue what does not — and a reimbursement is exactly the kind of spend that does not match, because it comes from whichever shop was nearest. Vergo reads the receipt itself, line by line, and predicts the GL account from what was actually bought, not just the vendor name on the header, and every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand. So by the time a reimbursement is paid, it is already coded, already reviewed, and already explained. More on the category in reimbursements and expense reports.
Does mileage work the same way?
Yes. Mileage runs through the same coding model as receipts, so a drive and a receipt from the same trip are coded the same way and reconcile together. No separate mileage app, no second submission flow, no spreadsheet of odometer readings for someone to re-key.
Who runs Payroo?
Payroo is run by small and mid-sized businesses in the UK. If payroll lives in it, reimbursements should meet it there — on its own terms, through clean, reconciled direct payment — rather than asking the payroll team to re-key what another system already approved.
Does Vergo handle reimbursements for Payroo?
Yes — Vergo pays reimbursements directly and stays reconciled with Payroo, so nothing is keyed into a pay run by hand.
Do employees need to download an app?
No. Employees handle everything by text message — no app to download, no portal login — and Vergo chases missing receipts itself instead of waiting for a report.
Does it handle mileage?
Yes — mileage runs through the same coding model as receipts, so a drive and a receipt from the same trip reconcile together.
Why doesn't Vergo write into Payroo pay runs?
Vergo claims only the writes it has seen documented, and we have not seen a reimbursement write in Payroo's public developer documentation. So Vergo pays employees back directly and keeps the records reconciled instead — faster for the employee, and no claim we cannot keep.
